Start by carefully planning the entire process. Consider what type of information will be stored in each transaction, what Users will see, the steps involved in the approval process, who will be responsible for each action, and when notification emails should be sent. Think through every detail to ensure a seamless workflow.

To get started, we recommend creating a diagram that outlines the process, defines the data structure, and maps out the notification triggers.

Transaction Type Group and Transaction Type

Once you have your diagram, you can start your work in Flowis. First, you will need to create the Transaction Type Group and Transaction Type, where you will define all of the fields that will be contained on the absence request and their data type. For example: absence type (choose from a list of values), absence date (date range), documentation (attachment), and more.

To add an Association to Transaction Type, a Codelist Definition needs to be created first and filled with desired values.

After creating the Transaction Type, you can develop other related components.

Sequencer

Create a unique logic for naming the Transactions. Choose a code (prefix), ideally a combination of letters that will let the Users know, what Transaction Type are they dealing with, e.g. ABS (as “absence”); and the length of Sequence code – it should be long enough to cover all of the created absence requests in the future, typically 10 or 12 characters should cover the future needs.

Groups

Almost all of the next steps will require setting up Groups that will be allowed to see or perform certain action. To make sure all of the steps of the process are available only to those that have the permission to see it, create Groups for every important group of Users. For this particular process, we recommend to create groups like:

• Managers – will have the permissions to see the absence requests of their subordinates
• HR – will have the permissions to see all of the absence requests; they will also be asked to confirm the provided absence documentation is sufficient

Do not forget to add all relevant Users to these Groups – otherwise, they will not have the permissions that only these Groups would grant them.

Show Permissions

Define which fields are visible after opening the Transaction. Do not forget to add all the fields regarding both Transaction details and technical details, such as the Transaction’s Status, Creator, or Sequence code. Check the details about setting up Show permissions in our separate article.

The same needs to be done for all of the Definitions that you want the Users to use.

Statuses

Create all of the possible Statuses of the Transaction – the diagram you created in the first step will be a great helper here, each box is a separate Status.

Workflows

Create all of the Workflows that will move the Transaction from one Status to another. You can see the example of such Workflows on attached screenshots, but for further explanation on how to set up each part of the Workflows, please, see our detailed articles dedicated to this topic.

Create Permissions

Create the form where Users can create new Transactions. Add all of the fields necessary to create the absence request and choose which Workflow should be run to start the approval process.

The same needs to be done for all of the Definitions that you want the Users to use and create new records here.

Access Permissions

Define which Users can access the absence request Transactions – see them in the list of Transactions, open them, and see their details.

It is useful to create one Access Permissions to view all absence requests (for HR), and one Access Permissions to view current User’s absence requests, eventually one for the Managers, to see the requests of their subordinates.

The same needs to be done for all of the Definitions that you want the Users to use and see. Otherwise, they will not see for example the absence types in the form when creating the new absence request.

Filter Permissions

Define which fields will be available for the Users to filter among the Transactions. The same can be done for all of the Definitions that you want the Users to use. If no Filter Permissions are set, all of the available content and system fields will be listed in the filter, which may be a little overwhelming for the Users.

Custom Tabs

Create the tabs for the left menu where Users can access the list of absence requests and the form to create new absence request.

Table Layouts

Predefine the layout the Users will see when opening any of the Custom Tabs you just created. Make sure you involve every column needed and put them in the most convenient order.

E-mail Templates

Flowis offers a feature of sending e-mail notifications to Users once the absence request reaches certain Status. It is helpful to add a notification to every step of the process that requires action from certain User or when you want to notify the User about important change of Status of the Transaction. In our process, it will be when the Absence request is:

• pending approval – notification to Manager,
• approved or rejected – notification to requestor,
• pending documentation – notification to requestor,
• provided documentation – notification to HR.

The first step is to created desired E-mail templates with the e-mail subject and body – please, see our detailed articles about how to properly set up a new E-mail template and how to write and formate the body.

After setting up the template, you need to add this E-mail template to related Workflow. The template we just created, “Absence request pending approval”, will be manually added to the Workflow that moves the Transaction to the “Pending approval” Status. Please, see our article related to setting up e-mail notifications in Workflows to see further details about individual fields.

Congratulations! You have successfully set up all the essential components of an absence request approval process. You can now create new absence requests and efficiently manage them across your organization. Flowis also offers a range of additional features to enhance your process, including automated reports for HR and managers, vacation day tracking for employees, customizable dashboards, and more. For further guidance on these features, explore our comprehensive Flowis University articles.

If you’re interested in implementing a more advanced feature or require assistance with a complex setup, our team is here to help. Please don’t hesitate to reach out, and we’ll work with you to identify and implement the best solution for your needs.

The post Create Your First Process in Flowis: Absence Request Approval Process appeared first on Flowis.

1. Open Flowis
   Navigate to your Flowis instance and click the question mark button in the upper right corner.
   
2. Click Contact support
   Click the “Contact support” button to raise a request.
   
3. Put in your email​
   If you are raising a request from a login screen (you are NOT logged in), insert your email address into the “Affected user” field. If you are logged in this field will be automatically pre-filled with your email address.
4. Provide a description
   Click into the “Description” field and provide as detailed issue description as possible. If it is related to a specific case, please insert also links to this problem.
   
5. Complete the ticket
   Click the “Create issue” button to submit your request.
   

And that’s it! You’ve successfully submitted a support ticket in Flowis. By following these steps, you’ve ensured your request is routed to the right team with all the necessary details for quick resolution. If you need further guidance, feel free to explore additional resources in Flowis or reach out to the support team for further assistance. We’re here to help!

The post How to Create a Support Ticket appeared first on Flowis.

How It Works

This integration proves invaluable during manual validation. When encountering an invoice from a supplier not yet created in Flowis, simply click the “+” at the end of the row to create such a supplier.

Enter the supplier’s name, registration number, or VAT number and choose desired supplier from the list.

The system will automatically populate the remaining details using data from the Register of Legal Entities – name, registration number, address, VAT number, and tax registration number; and IBAN from Financial Administration.

Additionally, once the VAT number is entered, it is validated against the VIES database.

Setting Up Supplier Integration

To configure this feature to your Flowis instance, follow these steps:

1. Navigate to Suppliers list in Codelist Definitions: Ensure that all searchable supplier data fields (name, registration number, street, city, postal code, VAT number, tax registration number) are set to the Text Data Type.

2. Enable Legal Entity Autofill: Make sure you have the autoform settings shown. Then open the “Legal entity autofill settings” dropdown and check the “Use as legal entity search field?” box. Select the appropriate column from the legal entity table to map this field (do not forget to do so for every column you need to map). This setup allows the system to prefill legal entity data in forms.

3. VAT Number Validation with VIES: To enable VAT number validation, check the “VIES Validate VAT” box.

This validation process can result in four outcomes:

• VAT number is valid and matches the selected supplier.
• VAT number is valid but does not match the selected supplier.
• VAT number is invalid.
• The VIES validation service is unavailable.

Leveraging Flowis’s integration capabilities ensures your supplier data is accurate and up-to-date, facilitating smoother operations and reducing manual entry errors. By following these setup steps, you can optimize your supplier management process and ensure compliance with relevant tax validation requirements. In addition, you can use the same setting for the list of Entities.

The post Supplier Data Integration appeared first on Flowis.

Accessing User Setup

Navigate to the left menu and locate the “People” tab to access User setup functionalities. Here, you’ll find a comprehensive overview of all Users with access to your information system.

User Management Options

Within the User management interface, a range of actions can be performed:

• Filtering: Effortlessly filter among Users based on specific attributes to streamline your search.
• Bulk Actions: Perform various actions on multiple Users simultaneously, including:
  • Activate – make the Users active, therefore able to sign in
  • Deactivate – make the Users inactive, therefore unable to sign in
  • Disable 2FA authentication – the two-factor authentication will not be required when signing in
  • Enable 2FA authentication – the two-factor authentication will be required when signing in
  • Reset expired password – if the password has expired (the expiration is set up in User policies), you can re-activate it here (so if the expiration is 90 days, this action will make the password valid for another 90 days)
  • Reset 2FA authentication – if the User is not able to verify (e.g. he has a new phone), this reset will show him a new QR code which he can use to pair his mobile phone with his account in Flowis
  • Send initial password link – an e-mail with a link to set up the first password will be sent. The link only works for 10 days
  • Send reset password link – an e-mail with a link to set up a new password will be sent. The link only works for 48 hours
  • Unlock – unlocks an account that was locked by entering too many incorrect passwords
  • Unlock 2FA authentication – unlocks an account that was locked by entering too many wrong two-factor authentication codes
  • Update settings – update profile settings such as time format, amount format, date format, etc.
• Individual User Actions: Manually edit, delete, or create new user profiles as needed.
• Customize: Tailor column views according to your preferences for a personalized user management experience.
• Download: Download user lists for offline reference, with the option to include filtered results.

User Attributes

Each User profile comprises essential attributes, including:

• User Policy: Specifies the User Policy associated with the User profile, ensuring adherence to organizational protocols.
• Name, Username, and Email: Basic identification details required for user authentication and communication.
  • Name – full name of the User
  • Username – will be used to sign up to the tool, needs to be lowercased and unique for every User
  • E-mail – needs to be unique for every User
• Groups: Assign Users to relevant Groups to define permissions effectively.
• Additional Information: Job title, department, country, company name, office location, and mobile phone details contribute to a comprehensive User database.
• Active Status: Activate or deactivate User accounts as needed to manage access effectively.
• Entity Authorization: Define specific entities authorized for User access, ensuring streamlined navigation and data management.

Efficient User management is the cornerstone of an optimized information system. By utilizing the comprehensive features available for managing Users, organizations can ensure seamless operations and enhanced data security. Take control of your User management processes today to unlock the full potential of your information system.

The post Managing Users in Your Information System appeared first on Flowis.

Preparation Before Export

Before initiating the export, checking the following Codelist Definitions ensures compatibility and accuracy:

• ERP booking types: Review and refine the data within “ERP Booking Types” to align with Omega’s predefined accounting rules and templates.
• Omega – document header types: Should custom headers exist within Omega, it’s imperative to replicate these in Flowis to facilitate correct invoice data exportation.
• Suppliers: Enhance operational efficiency by establishing default GL Accounts for suppliers. This can be achieved by selecting the supplier, accessing the ‘Edit’ function, and specifying the appropriate GL Account.

Export Process for Invoices

Embarking on the export journey requires systematic execution:

1. Initiating Export: Access invoices labeled as “Pending Accounting Review.” Within the ‘Review’ action, fill in the GL Postings table with pertinent details, including GL account, Tax, Cost center, Amount, and any additional required information. If possible, select a Booking Identifier located above the GL Postings table to facilitate accurate ERP Booking type identification.

2. Automated Validation Protocols: Post-review, Flowis undertakes various ERP booking checks to identify duplicate invoices and validate the accuracy of the supplier’s banking account. Upon successful validation, invoices transition to the “Pending Export to ERP” status.

3. Batch Transaction Creation: Navigate to the left menu, select “Accounting/Paying,” proceed to the “Create Batch Transaction” tab, and opt for “Accounting.”

Activate the orange button, filter and select the desired invoices (accessible via the filter, limited to those in “Pending Export to ERP” status).

Execute by clicking “Post.”

This action generates a new Transaction housing a text file primed for Omega importation.

Additionally, this text file remains accessible within the Invoice transaction.

Importing Invoices into Omega

The concluding phase involves importing the formatted invoices into the Omega ERP System:

1. Accessing Omega ERP: Launch the Omega ERP interface, navigate to “Company” within the top menu, and proceed to “Import,” followed by “Import from Text File.”

2. Importation Procedure: Identify the saved text file, select the desired invoice management option (it is recommended to opt for “Add New and Replace Existing”), and commence the import process by clicking “Start.” Upon completion of the importation, the invoices will be readily accessible within the Evidence section.

By adhering to this structured approach, invoices are aptly formatted and integrated with the Omega ERP System, ensuring efficiency and accuracy throughout the process.

The post Optimizing Invoice Exports for Omega ERP System appeared first on Flowis.

Accessing Absences Setup

Initiate the setup directly from the Dashboard by clicking on the last box:

Alternatively, access it from the left menu by selecting the “Absences Setup” option within the “HR (Setup)” section. Navigate through the separate parts of the setup using the tabs located in the upper section of the screen:

The initial tab provides a quick guide outlining the functionality of accessible buttons, while subsequent tabs house the codelists necessary for the Absences setup.

Managing Absences Setup

Upon entering the Absence types codelist, a list of pre-filled records and several options for record management becomes visible.

At the screen’s top, a filter facilitates the search for specific records. Below the filter, a few buttons offer various actions:

• New – this button allows you to manually add new records to the codelist. You will need to fill in all the data. When you are finished, do not forget to click “Save” not to lose your data.
• Import – enables bulk import of records from a .xlsx file. However, the imported file needs to meet certain rules regarding the contained columns and their names – you can obtain the file template by clicking on the “Download” button. This way, you will get a file with the correct columns and only need to fill it with your data.
• Customize – tailor column views according to your preferences. If you wish to see more columns, or fewer columns, or see them in different order, you can set it up with this button. This setup will only be visible to you – you will not impact how other Users see this list.
• Download – after clicking the little arrow at the end of the button, you can see the list of the downloading options – which format you want to download. If you previously used the filter to show only some of the records, only those that meet the filtering criteria will be downloaded. If you wish to download the whole list of all Entities, you must first clear the filter (use the “Clear and refresh” button).

Beneath these buttons lies the list of records. Each row features an icon allowing the editing of the fields – its name, needed documents, available contract types, and much more. Marking an absence type as inactive excludes it from HR processes.

Sorting the list is convenient, achieved by clicking on sorting column names. The sorting direction is adjustable, and sorting can be cleared with a simple click on the X in the “Sort” row.

Viewing Details

Clicking on a specific row reveals the details of the corresponding Absence type in a separate window. In the top right corner, several buttons offer different options:

• Edit – modify the details of the record
• New – manually create a new record
• Duplicate – create a new record by duplicating the current one
• List – redirect to the list of all records

The post Absences: Set Up Absence Types Details appeared first on Flowis.

• banks,
• payment formats, and
• payment types.

Accessing Payment Codelists

Begin modifying Payment codelists right from the Dashboard by clicking on the final box:

Alternatively, find it in the left menu under “Invoices Setup” by selecting “Payment Codelists Modification.” You can navigate through Payment codelists using the tabs at the top of the screen:

The first tab offers a quick overview of the button functions, while the following tabs contain the Payment codelists.

Managing Payment Codelists

When you access any of the Payment Codelists, like Payment formats, you’ll see a list of pre-filled records with various options for managing them.

At the top of the screen, a filter helps you find specific records. Below the filter, you’ll find several buttons for different actions:

• New – this button allows you to manually add new records to the codelist. You’ll need to fill in all the necessary data and remember to click “Save” to preserve your changes.
• Import – this option lets you bulk import records from a .xlsx file. However, the file must adhere to specific rules regarding columns and names. You can download the file template by clicking on the “Download” button.
• Customize – use this button to tailor column views according to your preferences. You can choose to see more or fewer columns or arrange them in a different order. These customizations are visible only to you.
• Download – after clicking the arrow at the end of the button, you can select the format for downloading. If you previously applied a filter, only the records that meet the filtering criteria will be downloaded. To download the entire list, clear the filter using the “Clear and refresh” button.

Below these buttons, you’ll find the list of records. Each row includes an icon to edit the “Active?” field, allowing you to exclude inactive records from invoicing processes.

You can easily sort the list by clicking on column names, and the sorting direction can be adjusted. To clear the sorting, simply click on the X in the “Sort” row.

Viewing Details

When you click on a specific row, you’ll see the details of that record in a separate window. In the top right corner, you’ll find several buttons with different functions:

• Edit – this allows you to modify the details of the record
• New – you can manually create a new record using this option, which is available only in selected codelists
• Duplicate – this option lets you create a new record by duplicating the current one
• List – clicking here will redirect you to the list of all records

The post Payment Codelists Modification: Set Up Banks, Payment Formats & Payment Types appeared first on Flowis.

• activities,
• taxes,
• accounts,
• accounting rules,
• accounting types,
• cost centers,
• projects,
• posting templates, and
• ERP templates.

Accessing Accounting Codelists

Initiate the modification of Accounting codelists directly from the Dashboard by clicking on the fourth box:

Alternatively, access it from the left menu by selecting the “Accounting Codelists Modification” option within the “Invoices Setup” section. Navigate through the Accounting Codelists using the tabs located in the upper section of the screen:

The initial tab provides a quick guide outlining the functionality of accessible buttons, while subsequent tabs house the Accounting codelists.

Managing Accounting Codelists

Upon entering any of the Accounting Codelists, such as Cost centers, a list of pre-filled records and several options for record management becomes visible.

At the screen’s top, a filter facilitates the search for specific records. Below the filter, a few buttons offer various actions:

• New – this button may be available only in some of the codelists. It allows you to manually add new records to the codelist. You will need to fill in all the data. When you are finished, do not forget to click “Save” not to lose your data.
• Import – enables bulk import of records from a .xlsx file. However, the imported file needs to meet certain rules regarding the contained columns and their names – you can obtain the file template by clicking on the “Download” button. This way, you will get a file with the correct columns and only need to fill it with your data.
• Customize – tailor column views according to your preferences. If you wish to see more columns, or fewer columns, or see them in different order, you can set it up with this button. This setup will only be visible to you – you will not impact how other Users see this list.
• Download – after clicking the little arrow at the end of the button, you can see the list of the downloading options – which format you want to download. If you previously used the filter to show only some of the records, only those that meet the filtering criteria will be downloaded. If you wish to download the whole list of all Entities, you must first clear the filter (use the “Clear and refresh” button).

Beneath these buttons lies the list of records. Each row features an icon allowing the editing of the “Active?” field. Marking a record as inactive excludes it from invoicing processes.

Sorting the list is convenient, achieved by clicking on sorting column names. Sorting direction is adjustable, and sorting can be cleared with a simple click on the X in the “Sort” row.

Viewing Details

Clicking on a specific row reveals the details of the corresponding record in a separate window. In the top right corner, several buttons offer different options:

• Edit – modify the details of the record
• New – manually create a new record, available only in selected codelists
• Duplicate – create a new record by duplicating this one
• List – redirect to the list of all records

The post Accounting Codelists Modification: Set Up Posting Templates, Accounting Rules and More appeared first on Flowis.

Accessing Suppliers Setup

Suppliers setup can be accessed directly from the Dashboard by clicking on the second box:

Or via the left menu under the “Invoices (setup)” section:

Managing Suppliers

Upon accessing the Supplier’s setup, you’ll encounter a list of records along with various management options:

At the top of the screen, you have the filter which will help you search for those records that you need. Below the filter, you will see four buttons with various actions:

• New – facilitates manual addition of new Supplier records, requiring comprehensive data input such as name, address, registration number, tax details, ERP system, or accounting and approving rules. Ensure to click “Save” upon completion to preserve your data.
• Import – enables bulk import of records from a .xlsx file. However, the imported file needs to meet certain rules regarding the contained columns and their names – you can obtain the file template by clicking on the “Download” button. This way, you will get a file with the correct columns and only need to fill it with your data.
• Customize – empowers users to tailor column views based on personal preferences, ensuring a customized experience without affecting other users’ views.
• Download – offers downloading options in various formats, catering to specific user requirements. If you previously used the filter to show only some of the records, only those that meet the filtering criteria will be downloaded. If you wish to download the whole list of all Suppliers, you must first clear the filter (use the “Clear and refresh” button).

Below these four buttons, you see the list of Suppliers. There is an icon of a pencil at the end of each row which will allow you to edit the data regarding that selected Supplier. You can also easily sort the list by clicking on the name of the sorting column; and change the sorting direction by clicking on it one more time. Delete the sorting whenever you need by simply clicking the X in the “Sort” row.

Viewing Supplier details

Clicking on an Supplier row reveals detailed information in a separate window, providing options such as:

• Edit – facilitates Supplier details modification
• New – allows manual creation of a new Supplier
• Duplicate – enables Supplier duplication for streamlined record creation
• List – redirects to the comprehensive list of all Suppliers

After Supplier setup, proceed to configure Banking details in the “Set supplier bank account” tab, mirroring the Supplier configuration process.

The post Suppliers and Banking Details Setup appeared first on Flowis.

The following data are obtained under the General codelists:

• Countries,
• Currencies,
• Standard regions, and
• Units.

However, customization may be required to align them with your company’s preferences. Dive deeper into this guide to understand the process of making these necessary modifications.

Accessing General Codelists

Initiate the modification of General codelists directly from the Dashboard by clicking on the yellow box:

Alternatively, access it from the left menu by selecting the “General Codelists Modification” option within the “General Setup” section. Navigate through the General Codelists using the tabs located in the upper section of the screen:

The initial tab provides a quick guide outlining the functionality of accessible buttons, while subsequent tabs house the General codelists.

Managing General Codelists

Upon entering any of the General Codelists, such as Countries, a list of pre-filled records and several options for record management becomes visible.

At the screen’s top, a filter facilitates the search for specific records. Below the filter, a few buttons offer various actions:

• New – this button may be available only in some of the codelists. It allows you to manually add new records to the codelist. You will need to fill in all the data. When you are finished, do not forget to click “Save” not to lose your data.
• Import – enables bulk import of records from a .xlsx file. However, the imported file needs to meet certain rules regarding the contained columns and their names – you can obtain the file template by clicking on the “Download” button. This way, you will get a file with the correct columns and only need to fill it with your data.
• Customize – tailor column views according to your preferences. If you wish to see more columns, or fewer columns, or see them in different order, you can set it up with this button. This setup will only be visible to you – you will not impact how other Users see this list.
• Download – after clicking the little arrow at the end of the button, you can see the list of the downloading options – which format you want to download. If you previously used the filter to show only some of the records, only those that meet the filtering criteria will be downloaded. If you wish to download the whole list of all Entities, you must first clear the filter (use the “Clear and refresh” button).

Beneath these buttons lies the list of records. Each row features an icon allowing the editing of the “Active?” field. Marking a record as inactive excludes it from invoicing processes.

Sorting the list is convenient, achieved by clicking on sorting column names. Sorting direction is adjustable, and sorting can be cleared with a simple click on the X in the “Sort” row.

Viewing Details

Clicking on a specific row reveals the details of the corresponding record in a separate window. In the top right corner, several buttons offer different options:

• Edit – modify the details of the record
• New – manually create a new record, available only in selected codelists
• List – redirect to the list of all records

The post General Codelists Modification: Set Up Countries, Currencies, Units and More appeared first on Flowis.